Executive Assistant, Experienced

Executive Assistant, Experienced

The Medi-Cal Operations and Performance team oversee the operations governance and regulatory oversight in a complex highly matrixed environment for Blue Shield of California Promise Health Plan. The Executive Assistant, Experienced will report to the VP, Medi-Cal Operations and Performance. In this role you will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the executive. You will be the liaison to Operations and Performance; monitor and respond to emails, heavy scheduling and managing calendar meetings; organize and coordinate all travel and arrange special events and offsite events.

The Executive Assistant, Experienced must be creative, agile and nimble, and enjoy working in an entrepreneurial environment that is member-driven, results-driven, and service-oriented. The ideal individual will have the ability to exercise good judgment and high level of discretion, with strong written and verbal communication, scrupulous administrative and organizational skills, and the ability to maintain balance among multiple competing priorities. The Executive Assistant, Experienced position requires the ability to work independently as well as within a team environment on projects from inception to completion and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion.

Our leadership model is about developing great leaders at all levels and creating opportunities for our people to grow – personally, professionally, and financially. We are looking for leaders that are energized by creative and critical thinking, building and sustaining high-performing teams, getting results the right way, and fostering continuous learning.

Responsibilities

In this role, you will:

• Be responsible for providing analytical and specialized administrative support to relieve and assist executive managers with complex details and advanced administrative duties
• Collect and prepare information for use in discussions/meetings of executive staff and outside individuals
• Analyze problems, determine approach, compile and analyze data and prepare reports/recommendations
• Contact company personnel at all organizational levels to gather information and prepare reports
• Manage day-to-day organization of executive's calendar, appointments, meetings, and related schedule
• Compose and prepare correspondence; arrange meeting agendas; monitor and respond to emails; scheduling and calendaring meetings; Research required information or background on organizations and individuals; prepare travel arrangements, expense reports, plans/coordinates and ensure the executive's schedule is followed and respected; acts in a "gatekeeper" capacity, creating win-win situations for direct access to the executive
• Research, prioritize, and follow up on incoming issues and concerns addressed to the executive, including those of a sensitive or confidential nature; Consult with the executive in determining appropriate course of action, referral, or response; communicate directly, and on behalf of the executive with senior leaders and board members, and others on matters related to the organization's initiatives and activities; Provide a bridge for clear communication and maintains credibility, trust and support between the office of the executive and the internal staff
• Work closely and effectively with the executive to keep the leader well informed of upcoming commitments and responsibilities and follows up appropriately; Act as a "barometer," having a sense for the issues taking place in the internal and external environments and keeps the executive updated; Draft correspondence to the team, and other tasks that facilitate the executive's ability to effectively lead the organization; Prioritize conflicting needs; handles all matter expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures
• Serve as the day-to-day manager of office logistics; manages accounts receivable and payable, maintains office supplies, mail processing, and manages office protocols including space requirements, IT, equipment, phone protocols, etc.; Update and edit Shield Central page and coordinate with the team members on upcoming updates to publicize; Perform several high-level review functions including department financial performance against budget, and processing payment for vendors and related service contracts; sets up internal systems and protocols ensuring standardization of processes and a high level of efficiency; Provide back-up support to the other Medi-Cal Executive Assistants and Administrative Support team as needed
• Other duties as assigned

Qualifications

Your Knowledge and Experience

• Requires a college degree or equivalent experience
• Requires at least 3 years of prior relevant experience
• Requires expert proficiency with Microsoft Office applications including PowerPoint, electronic communications, and IT savvy
• Requires the ability to be both service-oriented and behind the scenes leader; able to effectively manage multiple projects and tasks simultaneously; possess excellent organizational skills and ability to design, set-up and manage internal processes and protocols; manage collaboratively and thrive in a fast-paced, rapidly changing environment; possess a positive, can-do attitude and value continuous professional development; good judgement, attention to detail, keen sensitivity and responsiveness to executive's needs and requests
• Requires ability to travel to offsite team events and/or meetings as needed

Hybrid

This role requires employees to be in-office based on our hybrid workplace model, balancing purposeful in-person collaboration with flexibility. For most teams, this means coming into the office two days each week.

Employees living more than 50 miles from an office location will work with their manager to determine in-office time based on business need.

About Us

About Blue Shield of California

As of January 2025, Blue Shield of California became a subsidiary of Ascendiun. Ascendiun is a nonprofit corporate entity that is the parent to a family of organizations including Blue Shield of California and its subsidiary, Blue Shield of California Promise Health Plan; Altais, a clinical services company; and Stellarus, a company designed to scale healthcare solutions. Together, these organizations are referred to as the Ascendiun Family of Companies.

At Blue Shield of California, our mission is to create a healthcare system worthy of our family and friends and sustainably affordable. We are transforming health care in a way that genuinely serves our nonprofit mission by lowering costs, improving quality, and enhancing the member and physician experience.

To achieve our mission, we foster an environment where all employees can thrive and contribute fully to address the needs of the various communities we serve. We are committed to creating and maintaining a supportive workplace that upholds our values and advances our goals.

Blue Shield is a U.S. News Best Company to work for, a Deloitte U.S. Best Managed Company and a Top 100 Inspiring Workplace. We were recognized by Fair360 as a Top Regional Company, and one of the 50 most community-minded companies in the United States by Points of Light. Here at Blue Shield, we strive to make a positive change across our industry and communities – join us!

Our Values:

• Honest. We hold ourselves to the highest ethical and integrity standards. We build trust by doing what we say we're going to do and by acknowledging and correcting where we fall short.
• Human. We strive to listen and communicate effectively, showing empathy by understanding others' perspectives.
• Courageous. We stand up for what we believe in and are committed to the hard work necessary to achieve our ambitious goals.

Our Workplace Model

We believe in fostering a workplace environment that balances purposeful in-person collaboration with flexibility - providing clear expectations while respecting the diverse needs of our workforce. Our workplace model is designed around intentional in-person interaction, collaboration, connection, creativity and flexibility:

• For most teams, this means coming into the office two days per week.
• Employees living more than 50 miles from an office location, out of state employees, and employees in certain member-facing roles should work with their manager to determine in-office time based on business need.
• For employees with medical conditions that may impact their ability to work in-office, we are committed to engaging in an interactive process and providing reasonable accommodations to ensure their work environment is conducive to their success and well-being.

The Company reserves the right to require more presence in the office based on business needs, and requirements are subject to change with periodic reviews.

Physical Requirements:

Office Environment - roles involving part to full time schedule in Office Environment. Based in our physical offices and work from home office/deskwork - Activity level: Sedentary, frequency most of work day.

Please click here for further physical requirement detail.

Equal Employment Opportunity:

External hires must pass a background check/drug screen. Qualified applicants with arrest records and/or conviction records will be considered for employment in a manner consistent with Federal, State and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regards to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran status or disability status and any other classification protected by Federal